Jaclyn Anku, ProAdvisor Training & Certification Leader: On today's episode of In the Know, we'll explore how to control the access your team members get to your client’s QuickBooks Online accounts with ProAdvisor and trainer Nayo Carter-Gray. The training she'll present is an excerpt from this year's Recertification training. In case you missed it, the window to recertify is open from April 28 to June 30. To learn more about Recertification, check the link in the description below. So, with that, let me turn it over to Nayo.
Nayo Carter-Gray: Hi, Nayo here. I'm going to show you how firms can control the access their team members get to their client’s QuickBooks accounts within QuickBooks Online Accountant.
We're going to start in the team section, right under your practice. This is where your firm's QuickBooks users are managed. Here, if you have the correct permissions, you can view and edit others user permissions, add new users, and view and manage roles, even if you don't do this yourself. It's important to know about it in case you have clients who have any questions. If they have queries about who can access their account, you'll quickly be able to explain how tightly it can be controlled.
So the new thing that's been brought into this is the ability to have really granular control over the roles that you can assign to different people. Here on this Roles tab of the team section, you can see all of the default roles that exist, along with a brief explanation of them. These default roles are great as a starting point, but if they aren't quite right for your firm, they can be edited or deactivated. What you'll need to do is just click these three little dots here, then click Edit or Deactivate. And then, depending on the size of your firm and the clients you work with, you might also want to create even tighter controls, including setting up custom roles. When you're adding a new role, you can choose which sections of QuickBooks the people with that role will have access to. With the recent updates, they've added something like 14 new features we can control.
We're going to just go ahead and click Add role here. So for example, if I wanted to set up a role for someone who only worked on expenses for a client, I give it a reasonable name, like expense management. You can add a description, scroll down to the expenses section, and click Create. What this does is give them access to be able to create, as well as view, new expenses for a particular client. And then when I'm done, just scroll down here and click Save Role, and now that role will be available when I'm adding my team to a client's account and you can see it right here.
This granular control means we grant only the necessary permissions to our clients’ accounts. I don't know about you, but I find that the larger my clients are and the more complex their businesses, the more they're looking for or even expecting this level of control. So it's great when we can give it to them. That's it. We're all done.
Jaclyn Anku, ProAdvisor Training & Certification Leader: Nayo, thank you so much for that training, and thank you for watching. Be sure to like, comment, and subscribe so that you don't miss a beat. We'll catch you next time.
